This guide explains the key email protocols used in our hosting environment and how they work together to deliver your email service.
Core Email Protocols
SMTP (Simple Mail Transfer Protocol)
- Purpose
- Handles outgoing email delivery
- Routes messages between mail servers
- Manages email submission from clients
- Configuration Details
- Server: yourdomain.com
- Port: 465 (SSL/TLS)
- Authentication: Required
IMAP (Internet Message Access Protocol)
- Purpose
- Manages incoming email retrieval
- Synchronizes messages across devices
- Maintains server-side email storage
- Configuration Details
- Server: yourdomain.com
- Port: 993 (SSL/TLS)
- Authentication: Required
About the mail server name: use your domain on its own, with no prefix. If your email address is jane@example.com, the mail server is example.com for both incoming and outgoing mail.
If WebOps handles your email but your website is hosted somewhere else, use mail.example.com instead. If you are not sure which applies to you, contact support and we will confirm it for you.
Security Protocols
SSL/TLS (Secure Sockets Layer/Transport Layer Security)
- Function
- Encrypts email communications
- Protects login credentials
- Ensures data integrity
- Implementation
- Automatic encryption on all connections
- Certificate-based authentication
- Industry-standard security
Authentication Protocols
SPF (Sender Policy Framework)
- Purpose
- Prevents email spoofing
- Verifies authorized sending servers
- Improves delivery reliability
DKIM (DomainKeys Identified Mail)
- Function
- Digitally signs outgoing emails
- Verifies email authenticity
- Prevents message tampering
DMARC (Domain-based Message Authentication)
- Role
- Combines SPF and DKIM verification
- Sets handling policy for failed authentication
- Provides reporting capabilities
Protocol Implementation
Email Client Setup
- Automatic Configuration
- Most clients auto-detect settings
- Uses standard ports and protocols
- Enables security by default
- Manual Configuration
- Uses standard server settings
- Requires SSL/TLS encryption
- Authentication always required
Common Protocol Issues
- Connection Problems
- Incorrect port numbers
- SSL/TLS configuration errors
- Authentication failures
- Delivery Issues
- SPF record misconfiguration
- DKIM signing problems
- DMARC policy conflicts
Protocol Management
As part of our managed hosting service, we handle all protocol configurations and updates. If you experience any issues:
- Contact support for configuration changes
- Report any delivery problems promptly
- Request protocol verification checks
Getting Support
For protocol-related assistance:
- Email: support [at] webops [dot] host
- Support ticket system: Available through your client portal
- Emergency support: Available 24/7
